Event Management Plan

Name of your event

Date of your event

Created by:

Date of Creation:

Date of review/update:

Review Date:
Event Management Plan Template | Bath and North East Somerset Council

Contents
1. Introduction ...................................................................................................................................................3
2. Event Contacts ................................................................................................................................................3
3. Staffing ............................................................................................................................................................4
4. Organisational Matrix .....................................................................................................................................4
5. Event Schedule ...............................................................................................................................................5
6. Programme of Activities .................................................................................................................................6
7. Method Statements........................................................................................................................................6
8. Licensing ...................................................................................................................................................... 10
9. Communications .......................................................................................................................................... 11
10. Medical Provision .................................................................................................................................... 11
11. Fire Safety ................................................................................................................................................ 12
12. Emergency Procedures ............................................................................................................................ 12
13. Crowd Management ................................................................................................................................ 12
14. Transport Plan ......................................................................................................................................... 13
15. Risk Assessment....................................................................................................................................... 14
16. Risk Assessments from Contractors ........................................................................................................ 14
17. Site Plan ................................................................................................................................................... 14

Once you have finished making changes to this document,right click on the contents box above and
select update table, update table numbers – this will update the pages in the contents list above.

The purpose of this document is to provide broad guidance notes for event organisers planning to hold an
event in Bath and North East Somerset Council. The document also provides sections that should be completed
to help you develop a detailed Event Management Plan (EMP). It is recommended that you save a new version
of the document and complete all sections in red; after all sections have been addressed you will have an EMP
for your event. Remember to delete all the guidance text in italics once you have completed the template. It is
important that you understand and act upon the details you are putting into this document.

The success of any event is always dependent upon adequate pre planning and it is essential that you allow
enough lead-time to ensure that your event is a success. By addressing the why, what, where, when and who
early in your planning process, it will help you to make informed decisions during the event planning process.

Why – it really is worth asking this question at the very beginning, sometimes you may find that the answer is
not immediately obvious. By addressing the why it will help your organising committee establish the core
values of your event. Establishing the core values will help you design your event and develop the ‘who’ and
therefore ‘what’ elements you should include as part of your event programme.

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What – you need to decide what it is that you will present at your event. Your core values will provide direction
here. Knowing who your target audience is will help you identify what elements should be at your event. Try to
put yourself in the shoes of someone from your target audience, what are their interests, what will attract and
excite them at your event.

Where – some things that should be considered when deciding on your event venue include: site area, access,
community impact, transport, car parking, ground conditions and existing facilities such as toilets. It is also
worth considering your venue in terms of your target audience, is the location accessible to your main target
audience?

When – consider your event date in terms of some of the following: other events, day of the week, do your
opening times suit your audience and the likely weather conditions at that time of the year.

Who – this is one of the most important points to consider in your pre planning process. Identifying the ‘who’
will come from your ‘why’ and the identification of the core values. Your ‘who’ may also mean you need to give
special consideration for facilities such as young children, teenagers, the elderly or disabled.

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1. Introduction

Provide a paragraph here that is an executive summary of the event.

Keep in mind that you are trying to provide a description to someone who knows nothing about your event
with as much information as possible in a succinct paragraph or two. Include details of the history of the event
(how many times has it operated before? Venue, expected audience profile and expected attendance)

2. Event Contacts

Populate the table with the names, roles, responsibilities and contact details of the key people involved in
organising your event.
All events should have one person who is ultimately responsible for all aspects of the event. Depending on the
nature and scale of the event a number of other people will have key tasks and responsibilities allocated to
them, but will report to the event manager.

Key Event Management Staff

Name Role Responsible for Mobile Number
Event Manager Overall responsibility for event
Safety Officer Risk assessments, legal compliance,
fire points, site inspections
Steward Supervisor Manages all stewards on site
Volunteer Coordinator Volunteer recruitment, training and
event day management
Production All event infrastructure, ordering,
delivery timings etc
Stallholders Send out and receive forms,
Management distribute car passes, site on arrival

Populate the table with all the other key contacts for your event.
The event organiser should start collating the details of all people that will have some involvement with your
event. This could be event suppliers, stallholders, emergency contacts, council contacts etc. While it is not
necessary that the events team have this list it is important that you create a comprehensive list. This helps
with your event planning and event management on the day just in case someone is late or doesn’t turn up.

Key Contractor Contacts

Organisation Contact Name Service Contact details Notes
ABC marquees Joe Bloggs Marquee Mobile and email Quote sent –need to
confirm
Toilets Have briefed on
event
Generators Require payment on
the day
Stage
Traffic
Management

Stallholder’s contacts
Organisation Contact Name Activity/Goods Contact details Notes
British Legion John Smith Information/Tombola Mobile and email 3mx3m gazebo

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3. Staffing

List here the other staff that will be required to deliver your event. It is important that you think carefully
about your event and the level of staffing that will be required. It is easy to underestimate how many people
will be required to plan and successfully run your event. Following an event design process and completing a
risk assessment will help to ensure that you allocate adequate staff to the event, ensuring it is effectively
managed and is safe for the public and your staff. You may find it useful to mark the steward locations on a
map, in an emergency situation steward numbers can be used to locate staff and act quickly.

Position Location Name Mobile Hours

Steward 1 Car Park Gates John Smith Mobile number 10:00 – 18:00
Steward 2 Main entrance Jim Bean Mobile number 8:00 – 18:00
Steward 3
Steward 4
Cleaner Toilets
Litter Picking Event Site

4. Organisational Matrix

Create a simple organisational matrix below. For smaller and community based events an organisational
matrix should still be developed. It helps everyone understand the management structure and who is
responsible for what. It is also an essential element in your emergency response planning. If an incident
occurs it is crucial that your staff, the public or emergency services know the chain of command. The below
example is a very simple structure, you should highlight the levels of command and the protocols for
communication up and down the hierarchy.

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Emergency Services

Event Manager Safety Officer

Security Manager Volunteer Manager Production Manager Artists Manager

Security Staff Volunteers Production Staff Stage Manager

Stewards Crew Stage Crew

5. Event Schedule

Populate the table with your event schedules.

It’s important that you produce and document an event day programme; this not only helps your event
management on the day but also allows you to promote your programme to your audience prior and during
the event. A production schedule is also an essential element in successful event management, it ensures
tasks are done on time and not forgotten, with so much to think about it is easy to forget things if you don’t
document each and every task. Regardless of the scale of the event you should document what needs to be
done prior, during and after the event to ensure all tasks are carried out in a timely manner. A simple
production schedule that can be used is provided below with an example in each.

Pre- Event Day

Date Task Start Finish Resources/ who Notes In Hand Complete
20/06/2013 Pick-up event 10am 12 pm Van + Bill & Ben Take cheque for X Van
signage from sign payment booked
writer
20/6/2013 Mark out field 9am 1pm Dave Outline as per
site plan
Event Day
Task Start Finish Resources/ who Notes In Hand Complete
Stall holders arrive on site 7am 9am Stalls coordinator - All vehicles off X stalls
Sam site by 9.30 and coordinator
no further briefed
vehicle
movements
Bins arrive – put out around field 8am Dave 10 bins
Generators delivered 8am Steve Sign for

Post Event Day

Date Task Start Finish Resources/ who Notes In Hand Complete
25/06/2013 Return generator 9am 10am Van + Tom Make sure X
cables go back

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6. Programme of Activities

You can use the below table as a template to develop a run sheet for your event.
A run sheet is a useful tool when your event has multiply activities occurring across the day at different
locations within the event site. For example you may have a stage, arena area and walkabout entertainment.
Therefore it’s important you programme all the activities in a sensible and logical manner to make the event
flow for your audience. For example you could programme an arena act to start shortly after a stage act has
finished, this gives time for a stage changeover without a total absence of entertainment to keep your
audience entertained. Run sheets can be as detailed as seconds for a stage production, however for smaller
outdoor events increments of between 5 and 15 minutes usually works well. An example of a basic run sheet
is provided below.

Stage and arena programme

Time Stage Arena Face Walkabout Bubble Balloon Other
programme programme painter theatre blower modeller
12:00 Mayor Face
opening painter
12:05
12:10
12:15 Changeover Bike demo Walkabout Bubble
1 blower
12:20
12:25
12:30 Dance Balloon
performance modeller
12:35
12:40
12:45
12:50
12:55
13:00

A separate stage run sheet should be developed that is in minute increments, this helps to ensure a
professional and seamless stage programme is presented.

7. Method Statements

a. Insurance
As stated in the Terms and Conditions all event organisers must hold public liability insurance to the value of
£5 million. You must also ensure that any contractors that you are engaging also hold public liability
insurance and any other appropriate insurance, i.e. product liability, employee insurance.
You will also need to ensure that you hold copies of all contractors’ relevant insurance and that copies of
such can be provided to the Events Office upon request
Please confirm that you hold public liability insurance to the minimum value of £5 million and that a copy of
the policy has been forwarded to the Events Office.

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b. Temporary Structures
The use of temporary demountable structures at events is an area that is broad and complex. For a small
event it may simply be some market stalls and a marquee. Larger events and festival may include stages,
grandstands, lighting towers, gantries, site offices etc. Depending on the scale and types of structure,
different authorities will be required to be involved in the approval process. If structures are planned to be in
place for extended periods of time then planning permissions may be required. Larger temporary
constructions would require independent engineers to sign-off structures before they can be used. So you can
see that this is an area that requires careful consideration by the local authority prior to approval.
Provide a detailed list of all temporary structures you plan to bring onto your event site. Include what
procedures you will follow to ensure all structures are supplied by a competent contractor.

 All suppliers will need to supply you with a copy of their public liability and employee insurance
certificates
 All suppliers will need to provide you with relevant risk assessments and method statements relating
to the product they are supplying for your event
 Suppliers will provide a signed hand over inspection once the structure is completed to say that it is
safe and ready for use
 You need to consider all other health and safety aspects relating to any temporary structure
More information can be found here

c. Food Provision
Document details here of any catering and or provision of food you plan to provide at your event. Please note
that all details of any catering concessions should be listed under Key Contractor Contacts.
Event Organisers must ensure that any food and drink handled, prepared and served at the event is safe to
be consumed. You must check that any water supply available on your event site is potable and safe to use
for drinking and food preparation activities. All food handling, preparation and service must be undertaken
in hygienic conditions compliant with food law. Bath and North East Somerset’s food safety team will be
happy to provide you with advice on safe catering. If you are using outside caterers you must ensure that
they are food registered with their local council - this is a legal requirement. Bath and North East Council’s
food safety team can advise you on how to ensure that a business is registered. The Food Team may be
contacted on telephone number 01225 477508. Registered food businesses may also be included in a
national food hygiene rating scheme and you can check what ‘score rating’ a food business has received by
searching on the scheme website www.food.gov.uk/ratings or by asking the food trader for proof of their
latest score. General advice on food related matters is also available on the Food Standards Agency website
www.food.gov.uk

d. Toilets
You are required to provide adequate toilets facilities for you event attendees, staff and contractors.
Please outline here your planned toilet provisions for your event based on your expected numbers and
gender split.
The HSE guidelines for toilets numbers are provided below. More information on Sanitary Facilities at your
event can be found in the HSE Event Safety Guide – Chapter 14 page 88.
Be conscious that you will need to provide disabled facilities and separate sanitary facilities for caterers.

For events with a gate opening time of For events with a gate opening time of
6 hours or more less than 6 hours duration
Female Male Female Male
1 toilet per 100 1 toilet per 500 males + 1 toilet per 120 females 1 toilet per 600 males

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females 1 urinal per 150 males + 1 urinal per 175

males

e. Waste Removal/Recycling
It has never been more important for event organisers to put in place plans to minimise their environmental
impact.
It is essential that your event has a recycling plan in place and that it is carried out. For small community
events this could be as simple as labelling some bins to encourage people to separate their waste into a
range of categories and then making sure that these are taken to the council provided recycling bins located
around the borough.
Larger events will need to demonstrate that they have a sound recycling strategy in place or are employing a
professional recycling organisational to manage recycling on the day.

Document your recycling plans for your event here

Points for consideration:
 Make sure your concessions and food suppliers have appropriate policies and procedures in place in
regards to providing biodegradable containers and systems for the disposal of dirty water, cooking
oil etc
 Think through how you will encourage people to place the appropriate waste into the correct
receptacle. Contaminated recyclable materials could mean that the materials need to be sent to
landfill
 How will you keep the site clear of waste? Will this be the remit of stewards or volunteers?

f. Electricity
If you are including electrical supply as part of your event please document the details here.
Temporary electrical installations are subject to the same standards and regulations as permanent electrical
installations and must comply with the general requirements of the Electricity at Work Regulations 1989. Any
event that has electrical supply included must have a competent electrician sign-off the installation prior to
the event starting. Click here for detailed information on electrical safety

g. Lost Children
Document here what your lost children policy and procedures are.
You must ensure that you develop a lost children policy and make all event staff and volunteers familiar with
the procedures and policy. Some important points to consider when developing your policy are:
 Identify arrangements for the ‘safe’ care of children until such time that they can be reunited with
their parent/s or guardian
 There should be a clearly advertised point for information on lost children
 Lost children should never be left in the care of a sole adult, always ensure that there are at least two
adults that have the appropriate CRB (Criminal Records Bureau) checks in place. More information
on CRB can be found http://www.crb.homeoffice.gov.uk/
 If a lost child is found and reported to one of the event staff a message should be communicated to
all event staff as per the communication plan (radio, phone, in person to event control point) that a
‘code word’ at ‘location’. Two staff should then remain with the child at this point for a period of 10
minutes to allow for a possible quick reunification.
 If after 10 minutes there has been no reunification then the child should be taken to the designated
lost children’s point by two members of staff. If possible this point should be adjacent to your event
control point or the first aid/medical area.

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 All incidents need be logged, ensuring all details are recorded.

 The CRB checked staff should try to ascertain a description of the child’s guardian, their name,
mobile number if known and a description.
 The child and the parent/s guardian should not be reunited until a match has been established. To
this if a parent comes to the lost children’s point claiming they have a lost child they must provide a
signature and identification along with a description of their child, this could include age, clothing,
hair colour, height etc.
 If there is any reluctance from the child to go with the adult then you should inform the police.
 Once a lost child incident has been resolved you must inform all staff that the ‘code’ has been
resolved. Complete the report and log.
 The B&NES safeguarding policy can be found here

h. Funfairs and Inflatable’s

If you plan to have bouncy castles, rides or a fun fair at your event you must carry out a number of checks and
collect a range of documentation before the Events Office will grant approval for these to be present at your
event.

Include here any inflatable play equipment you intend to have at your event.
Points you will need to address before approval is granted for any piece of inflatable play equipment are:
Is the operator conforming to the PIPA Scheme?
Have they carried out the daily checks on the equipment as required by EIS7
When the equipment was last fully inspected?
Will you get full instructions on its SAFE operation?
Has the inflatable a PIPA tag?
Do you have a copy of the current PIPA test certificate for this equipment?
If it is set it up with the blower unit at 1.2 metres distance will it still fit on my site?
Is the equipment clearly marked as to its limitations of use (max. user height etc.)?
Are you a member of a relevant association (AIMODS, NAIH or BIHA)?
(Check this against the relevant web site listing (See Participating Organisations)
Do they have £5 million Public Liability Insurance?
Further guidance on the British Standards and law relating to inflatable play equipment is available on the
PIPA Inflatable Play Inspection Scheme website

Include here any rides or fun fairs you intend to have at your event.
Points you will need to address before approval is granted for any ride or fun fair are:
Any stand-alone ride or rides that are part of a fun fair must be part of the ADIPS (Amusement Device
Inspection Procedures Scheme) scheme
The operator must provide you with a copy of their In Service Annual Inspection papers
The operator must also confirm in writing that that adhere and operate under the HSG175 Fairgrounds and
Amusement Parks – Guidance on Safe Practice
Further information is available on the HSE website in regards to the ADIPS scheme.

i. Noise
The most obvious elements that have the potential to cause noise pollutions issues are live music stages, fun
fairs and public address systems. No event that has the potential to cause noise nuisance will be granted
approval until confirmation has been received from Environmental Health that they are happy with your
plans.
Document what elements of your event have the potential to cause noise nuisance and what plans you have
in place to mitigate this.

Points to consider:
 Selection of location for your event

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 Larger events that have a music stage will always have to employ a professional sound engineer and
they must liaise with Environmental Health to establish agreed sound levels
 Residents should be provided with an event day contact from your organisation that can be contacted
on the day should they wish to raise a noise complaint.

j. Animals
You must obtain consent from the Council in writing before you may bring any animal’s onsite for exhibition,
performance or entertainment. The Authorised Officer may prohibit the use of any animal at the Event which
they consider may pose a danger to the public.

Event Organisers may use only the animals which are listed on the Event Application form and any updates to
that list, which must be submitted to the Authorised Officer for approval at least 7 days before the animals
are to be brought to the Site. Copies of all relevant licences / registration documentations for each animal
must be provided with the application form.

The Hirer shall be responsible for the welfare of the animals, which are to be transported, housed, fed and
displayed to the public in a manner suitable and appropriate to the animals’ needs. The Hirer shall
furthermore at all times abide by the obligations and the duty of care imposed on him by the Animal Welfare
Act 2006.
Provide a detailed list of all animals you plan to bring onto your event site. Include copies of all relevant
licences / registration documentations for each animal.

k. Surface and tree protection

If your event requires a large amount of equipment to come onto the site you may need to consider installing
track way to protect the ground.
Document here your plans for minimising damage to the parks ground and trees.

8. Licensing

Premises and TEN (Temporary Events Notice)

A Premises Licence or Temporary Event Notice (TEN) may also be required for your event.
The following activities are covered by the Licensing Act 2003
 Supply of alcohol
 Regulated entertainment
 Performance of a play
 Exhibition of a film
 Indoor sporting event
 Boxing or wrestling entertainment
 Performance of live music
 Any playing of recorded music
 Performance of dance
 Late night refreshment

For guidance on Licensing please contact 01225 477531 or go to Licensing Act

If your event is including any licensable activity please provide details here.

PRS and PPL Licence

A PRS music licence is required by anyone using or intending to perform music (live, DJ,TV, radio etc) in public
and in venues. It is the organiser’s responsibility to obtain a PRS licence. Obtaining a PRS licence gives

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blanket coverage so that the licence holder does not have to seek individual clearance for every single piece
of music used.
For further information and an application form visit: www.prs.co.uk/musiclicence or call 0800 068 4828

Please provide details of any recorded or live music you plan for your event.

9. Communications

The importance of communications when planning and delivering an event is paramount. You need to
consider three main areas of communication when developing your event.
 Communicating with your planning team pre event to ensure all people are aware of all what is
being proposed. It is also essential that you communicate your event plans to the residents and
businesses in the surrounding area, the earlier the better.
 Communications on the day of the event, ensuring that there is a clear communications plan in place
and that all stakeholders are familiar with the plan. You also need to make sure that you have the
practical tools to make the communication plan work on the day; this could include radios, mobile
phones, runners (staff to run errands and messages) and a public address system.
 Audience communication needs to be considered to make the visitor experience enjoyable and
seamless. Elements here could include flyers, site plans, signage, public address system, stage
schedules, MC’s and information points.
Residents
Document here how you are going to communicate your event plans to surrounding residents and businesses
Audience
Document here what plans you have in place for communication with your audience on the day.
Staff
Document here what plans you have in place for your event day communication for event staff and
emergency services, both on site and off site.
Key points to consider when developing your plan are: Ensure that under Key Event Management Contact
you list phone contact details and radio channel details if radios are being used
Ensure that via your organisation matrix all people working on your event understand the chain of command
and therefore who they will contact should they need to report an incident or cascade information
Your communications plan needs to be developed taking into consideration the organisational matrix and
the emergency response plan.
More information on event communication can be found in the HSE Event Safety Guide Chapter 5
Communication – page 42

10. Medical Provision

Document here what first aid and or medical cover you will have at your event.
The HSE (Health and Safety Executive) Event Safety Guide provides a template that helps you establish your
first aid, medical and ambulance requirements. Please refer to page 130 of the Event Safety Guide

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11. Fire Safety

You must address the area of fire safety for your event. As stated under Risk Assessments you need to include
the risk of fire in your event risk assessment.
Confirm here that you have addressed the fire risk in your event risk assessment. Also document how you
have addressed the key areas of the fire risk assessment process highlighted below:
 Identify the fire hazards, i.e. sources of ignition, fuel and oxygen
 Identify people at risk within and surrounding your site and those at highest risk
 Evaluate the risk of a fire occurring and evaluate the risk to people should a fire occur
 Remove or reduce fire hazards and remove or reduce the risks to people
 Consider the following: detection and warning, fire fighting, escape routes, signs and notices,
lighting, maintenance
 Recording significant findings and action taken
 Prepare an emergency plan
 Inform and instruct relevant people, provide training
 Keep assessment under review and revise where necessary

Useful resources for fire safety planning include:

http://www.communities.gov.uk/publications/fire/firesafetyassessment
Fire Safety Risk Assessment – open air events and venues (downloadable from above website)
Guide to Fire Precautions in Existing Places of Entertainment and Like Premises – Home Office – Chapter 13
page 136 ‘Special Provisions for Temporary Structures and places of Entertainment which are under cover in
otherwise open air situations’

12. Emergency Procedures

Document here what emergency procedures you will have in place for your event.
Once again your risk assessment should help you document your procedures. Think about what you will do if
a fire occurs, where on the site will you evacuate people? How will you communicate this instruction to your
audience? Who will take responsibility for these decisions? What systems do you have in place to contact
emergency services?
It is important that you document your procedures and communicate this with all your event staff,
contractors and volunteers, as well as making the emergency services aware of your event. Emergency
procedures will always include definitions, i.e. when does an incident become major and therefore the
management of the incident is handed over to the police.
Further guidance can also be obtained from the HSE Event Safety Guide page 31 Chapter 4 – Major Incident
Planning

13. Crowd Management

Most events, although not all, will require some professional security. The main purpose of security and
stewarding is crowd control and it will be your risk assessment that will identify what your security
requirements will be. When assessing the security needs of your event give consideration to the following;
venue location, date, operating times, target demographic, planned attendance numbers, fenced or open
site etc.

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Document your security plan here.

Security at events must be SIA (Security Industry Authority) registered. More information is available at
http://www.sia.homeoffice.gov.uk/Pages/home.aspx
More information on security at outdoor events is available in the HSE Event Safety Guide Chapter 6 Crowd
Management – Page 51

In addition to your own organisations staffing requirements you will also need to consider stewarding
requirements.

Document your stewarding plan here.

Some key points to consider when developing your plan are:
 Your risk assessment will help you identify your requirements
 Stewards require training and briefings to ensure they are fully aware of their duties and
responsibilities
 You must ensure that you develop a communications plan for all staff, including stewards as they need
to understand how they can cascade information or report incidents during the event
 Give consideration to; venue location, date, operating times, target demographic, planned attendance
numbers, fenced or open site etc

14. Transport Plan

Smaller community events will have limited impact on traffic and parking, however it is still important that
you give this consideration when planning your event. Larger events can have significant impacts on local
traffic and transport and will require extensive risk assessments and detailed plans dealing specifically with
traffic and transport. It is important that through your risk assessment you consider traffic, transport and
parking no matter what scale your event is.

Outline any traffic, transport or parking plans you have in place for your event.
Points to consider when developing your plans:
 How will your target audience travel to your event?
 Consider the various transport links around the event site, and how these can be promoted to your
audience as a way to get to your event.
 Are you proposing any road closures? Email event@bathnes.gov.uk at the earliest opportunity to
discuss your proposals. Road closures require a minimum of 6 weeks lead time and in all cases the
more notice provided the better.
 How many vehicles can the car park hold?
 What route will visitors take to the event site?

Outline here what your vehicle policy is for your event site.
Points to consider when developing your vehicles on site policy:
 As part of your emergency planning (and included on your site plan) you should have clearly marked
emergency ingress and egress routes. Ideally this should be a sterile route however this may not
always be possible and you therefore need a procedure in place for the safe ingress and egress of
emergency vehicles.
 What vehicles will need to access the site for your event?

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 What vehicles will need to remain onsite throughout your event and which will be off-site before the
event opens?
 Are there any vehicles that will need to move on the site during your event? It is strongly
recommended that you avoid the need for this, however if it is needed you should have a rigid
procedure in place and ensure that all people involved in your event are fully briefed on the protocol.

15. Risk Assessment

The Health and Safety at Work Act 1974 http://www.hse.gov.uk/legislation/hswa.htm is the primary piece of
legislation that covers health and safety at work. Even if you are a community organisation with no
employees it is still your responsibility to ensure that your event and any contractors are operating legally
and safely. It is essential that you have taken all steps that is reasonably practical to ensure your event is safe
and complies with all health and safety law and guidelines.

Provide a copy of your completed risk assessment. There is a template available to download from our
website.
The risk assessment process in not an option when planning an event, it is an absolute necessity and no event
will be granted permission until a suitable risk assessment has been completed. Guidance notes are provided
on this form that will lead you through the risk assessment process. It is important that a risk assessment is
not just something you do because it is a legal requirement, it is the single most important tool to ensure you
cover all health, safety and planning aspects of your event. A risk assessment is a ‘fluid’ document that
should be developed early, constantly monitored, adjusted and shared widely with internal and external
stakeholders.
The first step in the process is to develop a risk register, do this with your planning group and brainstorm
every identifiable risk. Each identified risk will then be dealt with via the risk assessment template. You must
include the fire risk within this assessment.
Further guidance is available from the HSE (Health and Safety Executive) 5 Steps to Successful Risk
Assessment

16. Risk Assessments from Contractors

Please list here all other contractors associated with your event that you will need to collect copies of their
risk assessments. Some examples could be a fun fair ride, face painter or walkabout performer. Remember
that you as the event organiser hold ultimate responsibility for any element of the event you contract in.

17. Site Plan

Please include a copy of your site plan within this document or as separate attachment.
A site plan must be submitted for each and every event. As this template has been designed to assist smaller
event organisers we do not expect you to supply a site plan of a standard that we would anticipate from a
larger professional event organiser, however the more accurate and detailed the plan the better. It will help
you execute the site build and production elements of your event.
Your site plan should include the following:
 Placement of all temporary structures

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Event Management Plan Template | Bath and North East Somerset Council

 All other site infrastructure

 Any fencing or barriers
 Generator or power sources
 Power supply runs (cables)
 Entry and exit points
 Emergency exits and assembly points
 First aid points
 Information point
 Lost children’s point
 Vehicle entry points
 Any event décor, i.e. flags, banners etc

Be aware that you may want to create two versions of a site plan, one that you would use at the site on the
day to provide event participants with information and another version that is purely for your management
team. Accurate site plans are very helpful when you are doing the site build as you are able to clearly direct
people when they arrive on-site to their correct position. Site plans are also a useful tool in the event design
process as you can plan how people will enter the site, how people will interact with the site and how people
will move about the site.
**Please note the Events Office can supply PDF files of all the major parks. These can be imported into MS
Word/Publisher and then the Drawing Tools in Word used to plug-in the elements of your event. Google
Maps is also a tool that can be used to develop a site plan.

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